Senior Executive Assistant

InsideOut; Brasil; Remote; BRL 90,000 - 130,000; Full time

Job summary

InsideOut in Brazil is seeking a Senior Executive Assistant to streamline operations for a US-based home services client. You will own administrative workflows, handle invoicing and billing follow-ups, and ensure smooth daily operations while providing reliable support across teams.

The ideal candidate is detail-oriented, fluent in English, comfortable communicating with American clients, and capable of coordinating schedules, website updates, and daily admin tasks to keep leadership focused on

Qualifications

• Fluent, near-native English required for American client communications.
• Comfortable making outbound collections calls while maintaining client relations.
• Ability to navigate multiple software platforms, scheduling tools, and CRM systems.

Responsibilities

• Follow up on past-due invoices and outstanding collections.
• Track and manage aging accounts receivable (10- and 30-day cycles).
• Request, collect, and organize missing client documentation (W-9s, 1099s).
• Provide seamless phone coverage and handle customer service inquiries.
• Assist with dispatch coordination and scheduling adjustments for field technicians.
• Process incoming web forms, lead inquiries, and general email correspondence.
• Liaise between the business owner and the website developer for updates.
• Handle daily administrative tasks to free up the business owner’s time.

Skills

Communication skills

Assertive & Professional

Tech-Savvy

Social Media

Job description

Exciting Remote Opportunity! We're Hiring a Senior Executive Assistant!

Are you an operationally sharp, assertive, and detail-oriented professional with exceptional communication skills? We are seeking a Senior Executive Assistant based in Brazil to streamline operations and take ownership of administrative and billing workflows for a fast-growing US-based home services company!

C1 ENGLISH LEVEL IS REQUIRED.

Job Details at a Glance

• Job Title: Senior Executive Assistant
• Job ID: IOHMST8
• Job Status: Full Time
• Work Schedule: Monday to Friday, flexible within 8:00 AM to 5:00 PM (EST)
• Target Start Date: ASAP

About the Client

Our client is a successful, profitable, and fast-growing home services company based in Maryland, USA. Having been in business for 9 years, they pride themselves on quality service. Currently, the founder is the primary bottleneck for client-facing interactions. They are looking for a proactive, sharp, and highly organized Executive Assistant to step in, streamline their operations, and take ownership of their administrative and billing workflows.

About the Role

We are seeking an Executive Assistant who is a master of organization and assertive yet professional communication. Your number one priority will be taking over invoice collection and past-due payment follow-ups to fix current cash flow bottlenecks.

Additionally, you will provide critical administrative support, coordinate website updates, and act as a vital backup for customer phone calls.

• Follow up on past-due invoices and outstanding collections.
• Track and systematically manage aging accounts receivable (10-day and 30-day billing cycles).
• Request, collect, and organize missing client documentation (W-9s, 1099s, etc.).

Operations & Phone Coverage

• Provide seamless phone coverage and handle customer service inquiries.
• Assist with dispatch coordination and scheduling adjustments for field technicians.
• Process incoming web forms, lead inquiries, and general email correspondence.
• Act as the liaison between the business owner and the website developer to ensure updates, tweaks, and changes are executed accurately.
• Handle daily administrative tasks to free up the business owner’s time.

Qualifications & Skills

• Communication Skills: Flawless, near-native English fluency is critical. You must be entirely comfortable speaking with American clients over the phone regarding sensitive financial/billing matters.
• Assertive & Professional: Comfortable making outbound collections calls while maintaining excellent customer relations and upholding company culture.
• Tech-Savvy: Fast learner who easily navigates multiple software platforms, scheduling tools, and CRM systems.
• Social Media: Facebook and general social media savviness is beneficial.